How to enter or change non-PO receipt information

1. Access this program by choosing Purchase Orders --> Receiving -->Non-PO Receipt Entry.

Complete steps 2-6 to enter non-PO receipt header information

2. In the Doc/Vendor field, enter the non-purchase order number to be received or the vendor for the purchase order receipt. If you need to change or delete an existing non-PO receipt, enter the existing non-PO receipt number in this field to open it.

If you try to pull up a purchase order with updated receipts in PO Receipt Entry or Non-PO Receipt Entry before the receipt register is run, the system displays the PO Receipts Search window with a list of outstanding receipts for that purchase order. From this window, you can either select an existing receipt or create a new receipt. Refer to the PO Receipts Search window for detailed information about this feature

Search Tips:

Press F2 or select the $image\find_shg.gif$ icon to perform a vendor search. You can also search by non-purchase order receipt number and warehouse. To search for non-purchase order receipt documents, select the $image\opendoc_shg.gif$ icon.

3. Enter a valid vendor code to display all the non-purchase orders for that vendor. You can then select a non-PO for correction or inquiry, or press F4--backup to return to the non-purchase order number field (#1).

Field Information for Documents:

You can enter non-purchase order numbers or have them automatically assigned by the system. For manual non-purchase order receipt numbers, enter any number up to 999999. The system displays information for non-purchase order numbers already on file. To use automatic non-purchase order numbers, select File-->New Document Number to access the Assign non-PO Number dialog box and click the $image\new_rec.gif$ icon. You can manually select anon-PO receipt number to assign, or the system assigns the next available number. The system displays the word NEXT at the top of the screen until the header portion is completed.

4. (Optional) To access the Warehouse/Direct Ship Selection dialog box to create a direct shipment, select the $image\whse_dir_shg.gif$ icon or press F1. If the non-PO is a direct ship, enter the warehouse that is to be the initiating warehouse. The warehouse entered for a direct ship is stored only to determine where the PO originated; inventory quantities and restocking controls are not affected. For new non-PO receipts, enter the number of the vendor from whom you are requesting the items.

5. If you enter a valid vendor number, the system displays the vendor name and address, ship-to and ship-from warehouses, and terms code. You can modify these fields.

Freight--Enter whether freight is B-bill later, P-prepaid, C-collect or A prepay/add. Press Enter to default to the freight code in the ship-from file (if specified) or the freight code entered in Vendor F/M for the selected vendor. Also, if the ship-from warehouse is changed from any value to SAME, the freight code reverts back to the vendor default freight code.

Lead Time--Select the Lead Time checkbox to indicate whether the lead-time from this document (number of days from the ordered date to the date of the first receipt) should update the average lead-time for the item in the warehouse/item file. The system performs this update during the Receipt Register update.

The system defaults the lead time value from the PO header information when you initially create a line item on a PO document. Selecting the PO header Lead Time check box optionally allows for updating the lead time for all items on the PO to match the header lead time just entered. Note that the header Lead Time checkbox value entered here does not override the PO line item’s Lead Time check box value.

F.O.B.--Enter up to 15 characters for freight on board. Press Enter to initially default to the F.O.B. in the ship-from file for the selected vendor.

Reference Number-Enter the optional reference number (up to 15 characters).

When you are have completed these fields, press the OK button.

6. The system displays the Vendor Info dialog box, which contains the vendor’s message, balance, the user’s customer number from the vendor, contacts 1 and 2, and the phone number.

Complete steps 7-15 to enter line items on a non-PO receipt:

7. (Optional) For Serial/Lot items, the system displays the Serial/Lot Entry # dialog box. You must enter the serial/lot numbers you are receiving and their quantities. *For serialized items, enter one serial number for each unit being received. If entering multiple serial numbers, enter the first serial number and press F1-Auto Assign to have the system generate the remaining numbers. The automatic serial number assignment will increment the last series of numeric digits found within the entered serial number. *For lotted items, enter the lot number and the quantity. In either case, the serial/lot quantities entered must equal the amount in the received column.
You can select:
The List button to display the available serial/lot numbers and quantities to be received.
The Add button to add another serial/lot number for the item.
The End button to stop your additions.
The OK button to accept the serial/lot numbers and quantities you have entered. The system checks to see if you have entirely distributed the items received.

8. You can:

Select the $image\plus_shg.gif$ icon to add a line to the PO receipt.

Field Information for Items:
You can select the $image\import2_shg.gif$ icon to enter a special order line number. The system displays the Special Order Entry dialog box where you can enter the sales order number (the Order field) from which to import a line item. Press $image\find_shg.gif$ to perform a special item search, i.e., searching sales orders with special order items. If the search is not used, next enter the line number on which the line item appeared on the sales order in the Line field. You can select the Binocular icon to search for items.

If the item is not a valid item, the system checks to see if it is an interchange, or if it is a vendor-item number; if the number is an interchange or vendor-item number, the system automatically prints the valid item number and sets its defaults. For valid item numbers, the system displays item Description 1 and Description 2 fields so you can modify the item description lines as necessary. Press Enter to default to the existing values in the Item F/M. When you are satisfied with the descriptions, select the OK button.

The system displays the Cost info dialog box for the item. This dialog box contains the manual item cost, the manual vendor cost, and the last vendor cost

9. In the Cost field, enter the cost per displayed costing unit of measure. The system displays (if on file): the manual cost from the item file, the average and last costs from the warehouse/item file, and the manual and last costs from the vendor/item file. Depending on the Default PO Cost flag set in the PO static control record, you can press Enter to default to the manual cost of the item from item file or the last cost of the item from the vendor/item file. This field is only used when the Cost flag in the Purchase Orders Entry Options record is set to Y or B.

10. You can:

Select the $image\stop.gif$ icon to stop entering line items.

Select the Line Detail button to access the Line Detail for Purchase Order screen, which is used to view and modify item descriptions, promise and request dates, item details, item/vendor info, lead-time update flag, and item cost info.

Select the Header Detail button to access the Header Detail for Purchase Order Screen, which is used to view and modify header information.

Select the Stop Receipt button to stop the receipt process for the document lines.

Select the $image\edit.gif$ icon to make changes for the highlighted line item.

Select the $image\Delete_shg.gif$ icon to delete the highlighted PO receipt line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Press the $image\save_shg.gif$ icon to save your changes.

11. When you are finished with line items, select the Done button.

Complete steps 12-19 to enter non-PO receipt footer information:

12. The system displays the Footer Detail for PO Number dialog box. You can enter information in the following fields:

The system displays a dialog box for footer information. Enter information in the following fields:

Freight-- If freight is included, enter the freight amount (.00-9999.99). Press Enter to default to 0. Through the Include Freight flag in the purchase orders static control record, you establish whether freight is to be entered. If the flag is set to N, no freight is included and this field is skipped.

Tax %-- If tax is included, enter the tax percent. The amount is calculated and displayed. Through the Include Tax flag in the purchase orders static control record, you indicate whether tax should be entered. If the flag is set to N, no tax is included and this field is skipped. If the Taxable flag in the purchase orders static control is set to N then only items with the taxable flag in the inventory item file set to Y are subject to tax, otherwise only those lines that a Y was entered for field #24 are subject to tax.

Factor--Enter the means to factor the freight; i.e., divide the freight equally over the line-item costs. The freight factor is stored and not displayed in the screen. The freight factor is applied to the cost of line items during the Receipt Register. Enter U-to divide the freight by the total units, W-to divide the freight by the total pounds, $-to divide the freight by the dollar amount, or N-to not factor the freight at all. Press Enter to initially default to the Default Freight Factor flag value stored in the purchase orders static control record.

When you have completed these fields, press the OK button.

13. The system displays the PO Date Change dialog box; select the Update Lead Time checkbox to update the lead-time for all line items on the PO. The Update request date and Update promised date checkboxes are displayed only when the Requested/Promised Dates flag in the PO Options Entry record is set to Y or B. If you change dates in the header section of the screen, the system also displays this dialog box.

14. When you have completed these fields, you can.

Press the OK button to return to the PO Receipt Entry header portion of the screen.

Press the Backup button to step back through the footer fields.

Press the Update button to update the receipt, which will adjust item and warehouse quantities. Refer to the Update Window topic for detailed information about this optional feature.

How to enter or change non-PO receipt information

See Also